Invigilator Recruitment The importance of getting it right Examinations Network Conference September 2015 Candace King monash.edu
Section 1: Background
Background - Exams Team Exams Team 5.3 FTE (during exams) 1.2 FTE Exam Assistants Supervisors-in-Charge 14 Supervisors 1 In training Assistant Supervisors 3 Assistants 4 In training Invigilators 100-130 Supervisors
Reason for recruitment project Exams Increase >5% Growth in exam sittings Staff Cancellations 2 Supervisors 14 Invigilators 1 Injury 1 Family Loss 1 Moved Overseas 1 Holiday 2 Retired 5 Working 5 Unavailable
Issues impacting recruitment HR processes affecting recruitment Online applications Online timesheets Online payslips Online short term contracts Upcoming Projects to affect recruitment Night exams Online exams
Current Invigilator Pool Generalised Groups Not very clever Over and above Authoritarians Know it all The rest
Section 2: Recruitment Drive
Recruitment timeline 1.2 FTE allocated to project
Advertising Who were we looking at attracting Diverse Aim to change the culture of the current pool Skilled Utilised various Professional backgrounds Flexible Will work hours as necessary & be available during exams Technological Have Beginner to Intermediate computer skills Understanding Understand the importance of their work for the university Empathetic Be considerate to students
The advertisement Pay rate is actually higher at $28.73ph Implied other exams period offerings but didn t commit Advice on how to apply but many don t read this
Our position responsibilities The more the language changes the HEW level is to go up Our award is a Hew 1.
Our selection criteria Other job-related information almost more important than KSC
Advertising (March 10 th 27 th ) Plan Monash Internal 2 weeks Seek Last week Actual Monash Internal 2 weeks Seek + Other Job Boards 1 1.5 weeks 263 Applicants 32 Incomplete applications (REX) 108 Key Selection Criteria not submitted 94 Not shortlisted 29 Invited to interview
Shortlisting Candidates (30 th March 13 th April) Key Selection Criteria Weighted 1-5 (5 being highest) Extra Weighting to help differentiate skills/ experience. Invigilation experience etc Total Score from Key Selection Criteria Section 1: Our Plan Candidate Breakdown 51% Direct Invigilation Experience 1% Monash Sessional Academics 40% Monash Alumni
Interviews (April 20 th & 21 st ) Key Criteria/Tasks Interview Questions What Are We Looking For? Cheat case/ communication skills /reporting Attention to Detail Communication Cultural Differences Ask Question 1 in all interviews, proceed to Question 2 if required to gauge answer to criterion. You notice a student acting suspiciously during their examination. They appear to be looking at something under their hand. What do you do? In the exam room, the section you have been allocated to invigilate 4 different exams. One has an approved calculator, two have permitted textbooks and the other has no additional materials allowed. How would you go about supervising this section? One of the exams in your section permits the use of Accounting handbook 101. A student sitting this exam has brought in Accounting and Finance handbook 101. You approach them to tell them their version of the handbook is not permitted for this exam and the student becomes agitated. How do you handle this? This question is based around an International student repeating an exam they failed last time. During the exam, you notice them crying. What would you do? Circle if the response included any of these attributes Observe the student before approaching Discrete communication Ask to confiscate notes Alerting supervisor Writing a report Instructing student as to what needs to happen Minimising disruption to others Review individual exam requirements Approach calmly/quietly Explain why Follow through with SIC or CE to investigate all options for student Calming the student providing follow up options Show empathy Approach Gentle communication Minimise disruption Determine issue Cultural awareness Reassurance Support services Reporting incident 2 staff over 2 days conducted 23 interviews Interviews between 20 & 30 minutes with 10-15 minutes break Self management There are times when we feel overwhelmed with competing demands. Tell me about a time this happened to you. What did you do to manage your stress? Prioritise Put student welfare first Ask for assistance Keep calm Post event stress release
Invigilator Training The next most important part! Training Plan 1. Review Online Training Modules 1 & 2 2. Candidates would attend on the job training during our commercial exams Open Universities Australia Exams (21 staff split over 4 day exam period) 9.00am - Introduction 9.20am - Shadow Experienced Invigilator 10.40am - Mandatory induction 12.00pm - Shadow Experienced Invigilator 1.00pm - Lunch 1.45pm - Invigilate 1:20 Ratio 5.45pm - End of training 3. Review Online Training Modules 3,4, & 5 4. Review Invigilator Manual
Were they good enough to come back? These staff were great! Some minor issues relating to: Unavailability next exams Past invigilation clashes Personality clashes with existing staff Plan moving forward: 2 will be under review for Semester Two 3 staff have not been invited back due too many changes in their availability.
Section 3: What we learnt
Time to review Timeframe Start in February - Move project forward at least 2 weeks Position Description Change Selection Criteria Add availability requirements Advertising Target advertising Re-wording advertising Manage applications outside of REX / HR Training Review Commercial Training Review time for mandatory training Review existing staff training
Section 4: Upcoming Issues
Semester Two Exams 116 Invigilators contracted 19 Invigilators are unavailable for the first week 26 Staff unavailable for 1 st 2 days (cup weekend) 76 Invigilators have sent back availability 36 waiting Reduced 1 venue capacity by 450 a day due to costs Draft Timetable released with an added capacity of +200 per session Recruitment Plan: Investigating Recruitment Agency As at 21/08/2015
Semester One 2016 onwards Night exams goes ahead Our Invigilator Pool will increase significantly as we attempt to run more exams over less period of time and by reducing the higher costs of external venues. Estimated recruitment 7 SIC & AS positions Recruit 10+ 50 Invigilator positions Recruit 65+ 30% buffer on each position We will need to factor in non-returns and staff who will have opposition to the change (i.e. Clayton only staff) To consider SIC / AS recruitment from Internal Invigilators & external Recruitment advertising to be similar as 2015 with project to start in January.
Semester One 2016 onwards Night exams doesn t go ahead We will take the opportunity to change the process. Estimated recruitment 15 Invigilator positions Recruit 20+ To consider Re-write Position Description Selection Criteria Target advertising Teaching Association / Nursing / Retiree s Communicate How to apply at Monash better!
2017-2018 onwards Online exams go ahead Will we have enough technology savvy staff to invigilate online exams? Will our existing team leave once we start to change to technology? Estimated recruitment All Invigilation staff required for online exams (assumed 50% maximum online) Invigilator would require: Hardware skills Currently 1% know how to plug a laptop in Software skills Currently 20% can complete required university systems without assistance from Exams Staff
Questions Thoughts? Our greatest weakness lies in giving up. The most certain way to succeed is always to try just one more time. Thomas A. Edison